Principal Facilities Spec

Job Overview:

The Principal Facilities Specialist has developed breadth and depth of skills in a range of Facilities processes, procedures, and systems and can act as a technical expert in an area. They are responsible for gathering and analyzing data to identify and solve problems that arise with little or no precedent.

Key Tasks and Responsibilities:

Facility Operations Support

• Support day-to-day facility operations to ensure a safe, clean, and functional work environment
• Respond to and track facility-related requests and issues, ensuring timely resolution
• Assist in coordinating preventive and corrective maintenance activities
• Coordinate visitor registration processes and front-of-house support activities
• Manage lost and found processes, including receiving and logging items

Vendor & Service Coordination

• Support coordination with service providers (hard and soft services)
• Monitor vendor activities on-site to ensure services are delivered as expected
• Escalate service delivery issues to senior team members
• Arrange courier and dispatch services as required
• Notify plant suppliers when replacements or maintenance are required

Administrative & Documentation Support

• Raise purchase requisitions, service requests, and goods receipt entries as required
• Maintain accurate facility-related documentation, records, and logs
• Assist in tracking facility operational costs and maintaining basic reports
• Support asset tracking, inventory management, and storage records
• Generate and maintain daily attendance reports
• Provide access card system backup and basic administration support
• Coordinate business card orders for employees
• Order and maintain stock of lanyards and access card holders

Space & Occupancy Support

• Assist in maintaining occupancy and seating allocation records
• Support office moves, activities, and space planning updates
• Update occupancy/vacancy charts as required
• Maintain and update meeting room lists and booking information

Health, Safety & Compliance

• Support adherence to company HSE, security, and compliance requirements
• Assist in maintaining records related to fire safety, inspections, and audits
• Support emergency response coordination as required

Communication & Reporting

• Provide support in communicating facility-related matters to employees and stakeholders
• Maintain logs of issues, actions, and resolutions
• Escalate complex issues to senior facilities staff
• Support issuing of staff and visitor access passes in line with security protocols

General Support

• Assist in general office services such as mailroom, printing, and vendor coordination
• Support the Facilities team in ongoing activities, projects, and initiatives
• Perform other duties as assigned in support of facility operations

Essential Qualifications and Education:

• Bachelors Degree- Preferably in Facilities/Project Management or a related discipline
• Minimum of five (7) years related work experience in Facility Manaement with 5 years in a similar role with a Multinational Company
• Advanced in the English language, both verbally as written C1 level (min.) Fluent in Malay
• Software knowledge on Microsoft Word, Power-point, Excel essential
• Proven track record with references
• Ability to work collaboratively within a team environment
• Basic understanding of facility management processes and building operations
• Good organizational and administrative skills with attention to detail
• Ability to manage multiple tasks and prioritize effectively
• Strong communication and interpersonal skills

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